Vicki Kay Yen
Casey, ACT,Australia
Summary
I am a conscientious, reliable and diligent government employee who has had substantial experience working in IT, Finance and Administration fields, with well-developed Executive Assistant skills and interpersonal skills. I am currently undertaking Executive Assistant duties within SEO TL&A. I am a self-motivated team member who enjoys the challenges of a constantly changing work environment and participates actively in working with other team members to achieve the best outcomes for the organisation. One of my strengths is managing multiple SES in previous Executive Assistant roles. I work in partnership with my SES to take tasks off them, thereby freeing up their time for other higher priority work.
I recently applied my EA skills successfully to A/g AC in my branch. The A/g AC is an EL2 who has had no previous experience with an EA. Feedback from my A/g SES is that he is happy with how the EA can assist in with his day-to-day A/g AC role. In addition, I have experience in financial, business, writing skills, and administrative systems that can be applied anywhere.
Overview
42
42
years of professional experience
Work History
APS4, Executive Assistant
Australian Taxation Office
05.2022 - Current
- APS4, Executive Assistant, Australian Taxation Office, SEO TL&A Branch.
- Moved with SES Usha Narain in May 2022 to SEO TL&A Branch
- Manage the day-to-day diary management for the SES, monitor incoming calls and emails.
- Prepare and coordinate meeting papers.
- Provide high level service to SES, staff and external stakeholders at all levels over the phone and face to face.
- Coordinate responses on behalf of SES.
- Arrange Travel – CTM and keeping track of expenditure for financial year.
APS5, Executive Assistant to Deputy Commissioner
Australian Taxation Office
11.2021 - 11.2021
- APS5, Executive Assistant to Deputy Commissioner, PAL LAPD
- Day to day diary management
- Prepare and coordinate meeting papers
- Monitor incoming emails and calls
- SES inbox file and categorise emails
- Provide high level service to Deputy Commissioner, staff and external stakeholders at all levels.
- Arrange Travel
- Undertake research and preparation of administrative correspondence as required
- Ad hoc, filing, volunteer for Branch and BSL activities/functions and assist staff when required
APS5, Executive Assistant
Australian Taxation Office
10.2021 - 10.2021
- APS5, Executive Assistant, Australian Taxation Office, PAL LAPD Branch
- Day to day diary management
- Prepare and coordinate meeting papers
- Monitor incoming emails and calls.
- Provide high level service to Deputy Commissioner, staff and external stakeholders at all levels.
- Arrange Travel and documents.
- Undertake research and preparation of administrative correspondence as required.
- Ad hoc
APS4, Executive Assistant
Australian Taxation Office
10.2013 - 10.2021
- APS4, Executive Assistant, Australian Taxation Office, PAL LAPD Branch
- Provide Executive Support to two SES and branch staff in PAL LAPD Branch
- Manage the day-to-day diary management for the SES, monitor incoming calls and emails.
- Prepare and coordinate meeting papers
- Coordinate team meeting and forum agendas; arrange venues, telepresence bookings and catering as required.
- Provide high level service to SES, staff and external stakeholders at all levels over the phone and face to face.
- Arrange Travel – QBT provider.
APS4, Executive Assistant
Australian Taxation Office
10.2011 - 10.2013
- APS4, Executive Assistant, Australian Taxation Office, Integrated Tax Design, Law Design and Governance Branch
- Executive Support for two SES
- Diary Management
- Prepare Meeting material
- Support to team in Canberra and Melbourne
- Arrange travel
- Answer phone enquiries and direct where appropriate
APS5, (Higher Duties) Executive Assistant to Chief Tax Counsel
Australian Taxation Office
08.2010 - 01.2011
- APS5, (Higher Duties) Executive Assistant to Chief Tax Counsel, Law and Practice (CS&L) Australian Taxation Office
- Executive Support to Band 2 whilst still assisting SES Band 1s in Law Design and Tax Counsel Network
- Diary Management
- Answer phone enquiries and direct where appropriate
- Arrange Travel
- Electronic diary Management
- Correspondence
APS4, Executive Assistant
Australian Taxation Office
09.2005 - 08.2010
- APS4, Executive Assistant, Australian Taxation Office, Tax Counsel Network and Law Design Team
- Executive Support to up to five TCN SES and Law Design SES
- Diary Management
- Travel arrangement
- Business support
- Provide support to team members
- Business Continuity Officer for Canberra team
APS4, (Temporary Transfer) Administrative Officer and Executive Assistant
Australian Taxation Office
04.2005 - 09.2005
- APS4, (Temporary Transfer) Administrative Officer and Executive Assistant, Australian Taxation Office, Business Management, Law Infrastructure Branch
- Business Support
- Executive Support
- Management, coordinating and organization of meetings and attendees, minute taking
- Provide support to team members
APS 4, Executive Assistant
Australian Taxation Office
02.2005 - 04.2005
- APS 4, Executive Assistant, Australian Taxation Office, Executive Assistant to General Counsel, OCTC, Legal Services Branch, Australian Taxation Office.
- Maintain diary entries for appointments and meetings
- Provide office management support for the team
- Arrange Travel
- Arrange meetings, book conference rooms
- Research information as required
- Answer phone enquires and direct where appropriate
- File management and handle all correspondence as appropriate
- Keep General Counsel up to date with Learning and Development activities
APS 4, Executive Assistant
Department of Transport and Regional Services
06.2004 - 02.2005
- APS 4, Executive Assistant, Surface Transport Regulation, Regulatory Group, Department of Transport and Regional Services.
- In this position I provided executive support to two senior Departmental officers, this involved managing and maintaining their offices. Specific duties in this role included:
- Maintain diary entries for appointments and meetings and where appropriate, coordinate the attendance of other Officers;
- Provide office management support to the Division, including ordering stationery and office supplies, preparing quotes for IT and office equipment
- Undertake payment and reconciliation of invoices using Credit Card and the SAP 4.6 financial system
- Register mail and maintain the correspondence register and ensure timely follow-up, including confidential and sensitive information that requires special handling
- Provide word processing to the executives using applications such as Word, Excel and PowerPoint
- Register, proofread Ministerial correspondence and ensure timely follow-up
- Arrange meetings and book conference rooms
- Arrange travel and accommodation using the Department’s Rezport and Amex applications
- Co-ordinate notes for meetings
- Research and source information as required; and
- Liaising with Officers and external clients on the various transport matters.
Administrative Service Officer, APS 4
Department of Transport and Regional Services
01.2002 - 01.2004
- Administrative Service Officer, APS 4 Corporate Group, Information Services Group, IT Infrastructure and Operations, Department of Transport and Regional Services.
- The specific duties I performed in this role included:
- Manage the relationship between the Division and the External Service Provider (ESP) in accordance with the relevant Service Agreements and the Division’s business needs.
- Report to Divisional Management on the ESP’s performance
- Liaise with and meet with Departmental officers and Service Provider representatives
- Act as escalation point for Divisional staff experiencing problems with ESP’s and undertake problem resolution
- Manage the Divisional asset base
- Manage and maintain the IT Management intranet site
- Provide Administrative support to the Team as required
- Project Management, assist with managing Dept’s IT Projects
- Provide assistance with the Departments IT Assets, managed the transition of mobile phones to a new Service Provider, monthly Ons and Offs reports for assets, assisted in IT audits for whole of Department; and
- Monitored all jobs logged to the IT Helpdesk.
APS 4, Assets, Accounting Policy & Practices
Department of Transport and Regional Services
01.1999 - 01.2002
- APS 4, Assets, Accounting Policy & Practices, Business & Finance Branch, Department of Transport and Regional Services.
- The specific duties I performed in this role included:
- Managing the Department’s Assets on the SAP Financial system
- Advising policy guidelines on the management of assets
- Disposal of Departmental Assets
- Transfers from one business area to another
- The creation of new assets
- Stocktake of assets; and
- Providing Help Desk Service to Officers on Assets.
A/g APS 3 & 4, Registrar of Credit Cards/Receiver of Public Monies
Department of Transport and Regional Services
01.1995 - 01.1999
- A/g APS 3 & 4, Registrar of Credit Cards/Receiver of Public Monies Accounting Policy & Practices, Business & Finance Branch Department of Transport and Regional Services.
- Registrar of Credit Cards/Receiver of Public Monies - The duties I performed in this role included:
- Issuing petty cash, meal and Travel Allowance to Officers in the Department
- Handling of $30,000 cash float which included daily, balancing, manual and computer-generated petty cash, reimbursements, meal and paid claims, previously this was a $70,000.
- Receipting of cheques and cash on a daily basis and official receipts using the SAP Financial system
- Banking when required, ordering cash for the Department’s cash float
- Writing up of Bank Guarantees for Contractors held for safe custody
- Answering Accounts Payable enquires
- Recording manually all incoming credit card payments and Reserve Bank Collect Cheques
- Train staff to operate the Cash Office and Credit card facility
- Ensure the Chief Executive Instructions (CEI’s) are applied by myself and by Officers of the Department who are issued with a card.
- Issue new cards, liaising with officers and the ANZ bank about queries and writing general correspondence regarding AGCC.
- A member of the SAP implementation team where I had a significant role in User Acceptance Testing of Accounts Receivable, Accounts Payable and Assets sub-systems
- Issue official receipts for all monies received on Financial Management Information System (FMIS)
- Maintain and control all public monies received, receipt cheques on official receipts using FMIS (Financial Management Information System)
- Courier, banking and distribution of mail; and
- Train staff to operate the Cash Office and Credit card facility
Administrative Officer 4 A/g
Department of Transport and Regional Services
01.1995 - 01.1995
- Administrative Officer 4 A/g Information Systems Section (ISS) Department of Transport and Regional Services.
- The specific duties I performed in this role included:
- Responsible for the payment of all Telecom accounts for the Branch and Regional areas using FMIS to register the invoices, also payment for same using the Corporate credit card.
- Consolidated accounts, changed account names, cancelled services
- Purchase of mobile phones and pagers and repairs for these items.
- All ISS accounts were maintained on a spreadsheet using Excel to keep track of all accounts paid. I also raised purchase orders and period orders for accounts.
- Other duties included ordering cables, obtaining quotes, faxing, writing general correspondence, ad-hoc requests for the staff bulletin, white pages (Telecom), agreed lists, Voice charging, taking minutes for meetings, liaising with Officers and the public on a day-to-day basis.
APS 2 Security Officer
Department of Transport and Regional Services
01.1991 - 01.1995
- APS 2 Security Officer - Security Section - Department of Transport and Regional Services
APS 2 Examiner/Certifying Officer
Department of Transport and Regional Services
01.1989 - 01.1990
- APS 2 Examiner/Certifying Officer, Accounts Section
Word Processor
Inter–State Commission
01.1987 - 01.1989
- Word Processor, Inter–State Commission
Stenographer/Secretary
Dept of Territories
01.1986 - 01.1987
- Stenographer/Secretary, Dept of Territories
Receptionist/Sales Consultant
Computerland
01.1984 - 01.1986
- Receptionist/Sales Consultant, Computerland
Education
Certificate IV - Legal Services
01.2014
Diploma - Information Technology
Canberra Institute of Technology
01.2000
Diploma -
Receptionist Centre Canberra
01.1979
ACT Higher School Certificate -
01.1976
Skills
- Executive Assistant
- Office Management
- Executive Support
- Travel CTM
- Management of Electronic Diaries
- Management, coordinating and organisation of meetings, conferences, functions, seminars
- Research skills (Completed Certificate IV in Legal Services to enhance my knowledge of the legal system and research skills)
- Mentored and trained Executive Assistants including mentoring in the ATO’s former Executive Assistant Advancement Program and recently APS 3 Evergreen graduate job shadowing for EA role
- Finance Skills and Experience
- SAP
- CPM/RPM
- Assets Management
- Corporate Government Credit Card
- FMIS (IT) Help Desk Support
- Information Technology
- Microsoft Word
- MS Teams and Protected MS Teams
- WebEx
- Excel
- Outlook
- PowerPoint
- Share Point
- Adobe Professional
- CTM Travel
- Account Management
- Project Support
- IT Help Desk Support
- JIRA
- One Drive
References
- Usha, Narain, Assistant Commissioner, 02 621 63039, ATO SEO TL&A
- Scott Sargent, A/g Assistant Commissioner, (07) 32133823, ATO SEO TL&A
Awards
1. PAL Local Award – In recognition for helping create, organise and deliver the internal PAL Roadshow sessions and the external stakeholder ‘Connect with us’ event.
2. Line Award for recognition of the Integrated Tax Design’s SharePoint Project team’s work to create an Internet and SharePoint presence for the Integrated Tax Design Group.,
3. Nominated for EA/PA of the year award 2013 EXPAND (short listed),
4. Recognition of Achievement Award for exceptional commitment to providing client focused financial services for the Department of Transport and Regional Services from the Chief Finance Officer.
Training
- EA Insights Program
- Art of minute Taking and Business Writing
- Taxation Law Introduction
- Introduction to E-Library
- SharePoint training - ATO
- Financial Management in the APS – PSMPC
- AIMS - DoFA
- SAP Receipting – DOTARS
- SAP AGCC (Australian Government Credit Card) – DOTARS
- SAP Accounts Payable and Receivable – DOTARS
- SAP Purchasing – DOTARS
- SAP Assets – DOTARS
- Legal Awareness Seminar - AG's
- Using the Australian Govt Credit Card – DoF
- Chart of Accounts and Code Books – DoF
- Payment of Government Accounts – DoF
- You’re Responsible, You’re Accountable – DoF
- Effective Writing Course – ANU
- Assertiveness Course – ANU
- Start Your Own Business Workshop –DBM
- My Workplace-SAP Upgrade 4.6D - DOTRS
- Internet Training – DOTRS
- Microsoft Windows – DOTRS
- Access Essentials Database– Access 97
- PowerPoint Essentials - Presentations
- Security Awareness Program – DOTRS
- Project Essentials 98 (Achieve)
- Project Management, APSC
- Contract Management, APSC
- IT Service Management, ITIL
- Prince2 (Project Management)
- Leading in DOTARS
- Business Management and Marketing Australian Business Academy
- The Indispensable Assistant – Secretary Skills Course
- Good Governance – Would you know it if you saw it. Seminar
- First Aid Level 2 (Senior)
References
References available upon request.
Timeline
APS4, Executive Assistant
Australian Taxation Office
05.2022 - Current
APS5, Executive Assistant to Deputy Commissioner
Australian Taxation Office
11.2021 - 11.2021
APS5, Executive Assistant
Australian Taxation Office
10.2021 - 10.2021
APS4, Executive Assistant
Australian Taxation Office
10.2013 - 10.2021
APS4, Executive Assistant
Australian Taxation Office
10.2011 - 10.2013
APS5, (Higher Duties) Executive Assistant to Chief Tax Counsel
Australian Taxation Office
08.2010 - 01.2011
APS4, Executive Assistant
Australian Taxation Office
09.2005 - 08.2010
APS4, (Temporary Transfer) Administrative Officer and Executive Assistant
Australian Taxation Office
04.2005 - 09.2005
APS 4, Executive Assistant
Australian Taxation Office
02.2005 - 04.2005
APS 4, Executive Assistant
Department of Transport and Regional Services
06.2004 - 02.2005
Administrative Service Officer, APS 4
Department of Transport and Regional Services
01.2002 - 01.2004
APS 4, Assets, Accounting Policy & Practices
Department of Transport and Regional Services
01.1999 - 01.2002
A/g APS 3 & 4, Registrar of Credit Cards/Receiver of Public Monies
Department of Transport and Regional Services
01.1995 - 01.1999
Administrative Officer 4 A/g
Department of Transport and Regional Services
01.1995 - 01.1995
APS 2 Security Officer
Department of Transport and Regional Services
01.1991 - 01.1995
APS 2 Examiner/Certifying Officer
Department of Transport and Regional Services
01.1989 - 01.1990
Word Processor
Inter–State Commission
01.1987 - 01.1989
Stenographer/Secretary
Dept of Territories
01.1986 - 01.1987
Receptionist/Sales Consultant
Computerland
01.1984 - 01.1986
Certificate IV - Legal Services
Diploma - Information Technology
Canberra Institute of Technology
Diploma -
Receptionist Centre Canberra
ACT Higher School Certificate -
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